Property Administration Supervisor

Prudent HR Solutions; East London; On-site; ZAR 240,000 - 360,000; Full time

Job summary

Prudent HR Solutions is seeking an experienced Property Administration Supervisor to oversee billing, collections, and property administration across a portfolio of commercial and industrial properties. The role emphasizes leadership of the administrative team and timely financial processing.

You will manage lease onboarding, accounts payable/receivable, cashbook reconciliations, and tenant relationships while meeting collection targets and maintaining accurate records.

Qualifications

• Grade 12 (Matric) is required.
• Relevant qualification in Property Management is advantageous.
• 2–3 years' experience in property administration or a similar role.
• Property industry and utilities administration experience is essential.
• Previous supervisory or junior management experience is required.
• Intermediate Microsoft Excel proficiency.
• Strong customer service and tenant management experience.
• Experience with Sage and/or MDA is advantageous.

Responsibilities

• Supervise tenant billing and collections processes.
• Oversee month-end billing procedures and ensure accurate financial reporting.
• Upload and reconcile tenant charges in MDA and accounting systems.
• Ensure accurate and timely invoicing, including third-party billing platforms.
• Perform weekly and monthly ledger reconciliations and debtors' age analysis.
• Manage billing disputes, payment discrepancies, and escalations.
• Monitor outstanding balances and implement effective collection strategies.
• Prepare weekly and monthly collection reports for management.
• Manage lease administration and tenant onboarding.
• Oversee rental billing, receipts, refunds, and tenant collections.
• Manage accounts payable, accounts receivable, and cashbook reconciliations.
• Maintain accurate tenant records and financial documentation.
• Build and maintain strong relationships with tenants and operations teams.
• Resolve tenant queries professionally and efficiently.

Skills

Leadership

Communication

Tenant relations

Financial reconciliation

Time management

Detail-oriented

Customer service

Education

Grade 12 (Matric)

Property Management qualification

Tools

Excel

Sage

MDA

Job description

Property Administration Supervisor

About the Role

Our client is seeking an experienced and detail-oriented Property Administration Supervisor to oversee billing, collections, and property administration functions across a portfolio of commercial and industrial properties.

The successful candidate will be responsible for supervising the administrative team, ensuring accurate financial processing, maintaining strong tenant relationships, and meeting collection targets.

In addition to supervisory responsibilities, the candidate will independently manage a portfolio of properties, overseeing all administrative functions from lease onboarding to accounts payable, receivable, and cashbook reconciliations.

Key Responsibilities

Billing & Financial Administration

• Supervise and streamline tenant billing and collections processes.
• Oversee month-end billing procedures and ensure accurate financial reporting.
• Upload and reconcile tenant charges in MDA and accounting systems.
• Ensure accurate and timely invoicing, including third-party billing platforms.
• Perform weekly and monthly ledger reconciliations and debtors' age analysis.
• Manage billing disputes, payment discrepancies, and escalations.
• Monitor outstanding balances and implement effective collection strategies.
• Prepare weekly and monthly collection reports for management.

Property & Tenant Administration

• Manage a designated property portfolio, including lease administration and tenant onboarding.
• Oversee rental billing, receipts, refunds, and tenant collections.
• Manage accounts payable, accounts receivable, and cashbook reconciliations.
• Maintain accurate tenant records and financial documentation.
• Build and maintain strong relationships with tenants, facility managers, and property operations teams.
• Resolve tenant queries professionally and efficiently.

Team Supervision & Compliance

• Supervise, train, and support the property administration team.
• Monitor team performance against departmental targets and collection metrics.
• Ensure compliance with company policies, procedures, and quality standards.
• Identify opportunities to improve administrative processes and operational efficiency.
• Assist with accounts receivable projects and departmental initiatives.

Key Skills & Competencies

• Strong leadership and team management skills.
• Excellent communication and interpersonal abilities.
• Property and tenant relationship management.
• Financial administration and reconciliation skills.
• Strong planning, organisational, and time management abilities.
• Analytical thinking and problem-solving skills.
• High attention to detail and accuracy.
• Ability to work under pressure and meet strict deadlines.
• Customer-focused approach with strong conflict-resolution skills.

Requirements

• Grade 12 (Matric).
• Relevant qualification in Property Management or a related field advantageous.
• Minimum 2–3 years' experience in property administration or a similar role.
• Property industry and utilities administration experience essential.
• Previous supervisory or junior management experience required.
• Intermediate Microsoft Excel proficiency.
• Strong customer service and tenant management experience.
• Experience with Sage and/or MDA advantageous.